DHSEM 2016 EM Conference

The Colorado Department of Public Safety, Division of Homeland Security and Emergency Management (CDPS/DHSEM) issued an Invitation for Bid (IFB) on September 1, 2015, seeking a single vendor to provide comprehensive lodging and conference center venue services for the 2016 Emergency Management Conference, with an option to extend services to the 2017 conference. The procuring agency requires a co-located hotel and conference center facility (or venues within one city block walking distance) accommodating approximately 915 hotel room nights over a four-day period scheduled for February 23-25, 2016, with alternative dates available from March through April. The vendor must provide a minimum of 375 lodging rooms, a main ballroom with 400-person capacity, 40 vendor exhibit tables, multiple breakout meeting rooms with specified capacities, full audiovisual equipment packages, comprehensive catering services with sample menus, parking for 400 vehicles, and on-site security. The state guarantees specific occupancy levels: 65 rooms the night before the conference, 175 rooms on each of the first two nights, and 35 rooms on the final night. Bid responses were required by 12:00 p.m. Mountain Time on Tuesday, September 22, 2015, with vendor inquiries accepted through 2:00 p.m. Mountain Time on Friday, September 11, 2015. Award will be made to the lowest responsible offeror, and vendors must be registered on the Colorado Vendor Self Service System (VSS) to be considered for award. Bid submissions must include itemized costs for lodging by room type, all session rooms, audiovisual equipment, meals, parking, internet service, service charges, resort fees, and any additional security costs, along with sample menus, equipment lists, banquet pricing, and vendor agreement documentation.

No specific set-aside designations for disadvantaged enterprises or restrictions on organization types are detailed in the solicitation documents provided. No incumbent vendors or current contractors are identified in the materials. The contract term extends through June 30, 2017, and vendors must accept the State's standard Terms and Conditions in lieu of alternative terms, including compliance with Colorado's tax-exempt status (applicable to all state purchases), E-Verify employment verification requirements, federal and state law compliance, and standard insurance requirements. Pricing submitted must be binding and valid through June 30, 2017, with vendors required to disclose any price increases for the 2017 conference option. Vendors must submit proposals through Colorado VSS and provide concurrent hard copies or email submissions to the CDPS/DHSEM Purchasing Agent, Toni Rigirozzi (toni.rigirozzi@state.co.us), with both submissions required to avoid disqualification. No specific contract award value or budget range is disclosed in the solicitation documents.